Privacy notice

ArenaCue respects your privacy. This notice describes how we process personal data and cookies via arenacue.be and related services (demo requests, licence portal, administration and the ArenaCue Control mobile app).

Data controller

Ploegaerts, Jason, natural person (sole trader). Trade name Sound and Vision. Brand ArenaCue. Establishment: Leopoldstraat 46, 2280 Grobbendonk. CBE 0782.457.428. VAT BE0782.457.428. Contact: info@arenacue.be. Use this address for questions about your data. Our full identification is on the legal notice page.

Our role as processor

For data a club enters into ArenaCue itself (players, media, Signage content) the club is the controller and we act as processor under the data-processing terms in the terms and conditions.

What data do we process?

• LED partnership enquiries: contact name, business email, company, region, installation type, expected project volume, product interest, partnership type (referral or integration), language and confirmation that we may contact you. We optionally store your website, phone and project description. After activation we store NFR licence links, acceptance of the partner terms, a portal session cookie and club leads the partner reserves for 90 days (club, contact, email, product). On a purchase we store the link to the Stripe subscription and, for referrals, the commission per paid invoice. A referral link sets a cookie (arenacue_ref) with the partner id for 30 days only after marketing consent. We use these details and internal follow-up notes to discuss the partnership, protect leads and calculate commission. Lost leads without a subscription are deleted after 12 months. Enquiries and leads are stored in Supabase (EU) and notified through Resend internally or to the partner. A partnership enquiry does not subscribe you to marketing emails.
• Demo requests: name, email address, club/organisation, optional phone number and your message.
• Licence & portal: licence key, owner email, club name, plan, validity, activation count, device ID (machine id), optional device name, IP address of the activation or licence check, and software version if the app sends it.
• Payment and invoicing: email, club or organisation name, VAT number if you enter one, Stripe customer and subscription data, and invoices via onFact.
• ArenaCue Control mobile app: pairing code, server address or cloud URL, venue ID, temporary session token and operator/viewer role. The camera is only used to scan a QR pairing code; we do not store camera images.
• Support chat: messages you type in the website chat. If no staff member is online, those messages go to Anthropic (Claude) to generate a reply. If a staff member is online, the conversation stays with ArenaCue. We keep chat messages to continue the conversation and answer questions.
• Reviews: name, club, optional role and your quote. The legal basis is consent. After approval we publish them on the website. We only publish reviews from this form and check that name and club look genuine; we do not require proof of purchase. You can always have your review removed via info@arenacue.be.
• Trial emails: anyone who starts a free trial receives emails about installation. A message that explains how to continue with a subscription is commercial communication and includes an unsubscribe link. Other transactional emails (licence key, portal) remain necessary for the service.
• Website operations: limited technical data via hosting and security (such as IP addresses in server logs), where needed for stability and abuse prevention.

Cookies and local storage

Non-essential cookies and similar technologies (analytics, marketing, partner attribution) are set only after a valid choice in the cookie banner. We store your preference in localStorage and in a first-party cookie arenacue_cookie_consent_v1 so the server can block trackers and the partner cookie until you consent.

You can change your choice at any time via “Cookie settings” in the website footer. If you previously consented and later refuse, we stop the scripts, delete the related tracking cookies (such as _ga, _fbp and arenacue_ref) and do not set them again.

In the mobile app we store connection settings and temporary session data locally on the device so an operator does not have to pair every time. You can delete this data by clearing the app data or uninstalling the app.

Why do we process data? (legal bases)

• Performance of the contract: to follow up demo and licence requests and to perform an ongoing subscription (licence, customer portal, payment, updates and support).
• Legal obligation: we keep accounting and invoice data for 10 years (tax and bookkeeping duty).
• Legitimate interest: website security, fraud prevention and service improvement, always balanced against your rights.
• Consent: for non-essential cookies and similar technologies (via the cookie banner) and for publishing a review. You can withdraw that consent at any time, as easily as you gave it.

Retention periods

We do not keep personal data longer than needed for the purpose or a legal duty.

• Demo enquiries: up to 24 months after last contact, or earlier on request if no legal duty applies.
• Licence and portal accounts: while the subscription or trial runs, plus up to 24 months afterwards for support history.
• Invoices, payments and accounting records: 10 years.
• Support chat: up to 12 months after the last message, unless needed for an open case.
• Technical server logs: usually up to 90 days, longer only for a security investigation.

Recipients and hosting

We use carefully selected services for hosting and infrastructure, including:

• Vercel hosts the website (Next.js) in the EU/US with standard contractual clauses where needed.
• Supabase stores demo enquiries, licences, portal and partner data in the EU (Ireland, region eu-west-1).
• Stripe processes payments, subscriptions, failed collections and VAT details if provided.
• onFact creates and stores Belgian sales invoices.
• Resend sends transactional emails (demo, licence, portal, follow-up).
• Anthropic processes chat messages only when no staff member is online, to generate a reply. Those messages fall under their processor terms.
• Google loads Analytics and/or Ads only after your consent for statistics or marketing respectively.
• Meta loads the Meta Pixel only after marketing consent. ArenaCue and Meta are joint controllers for collecting that data (Fashion ID).
• WhatsApp (Meta) if you contact us via the WhatsApp button. Those messages go through WhatsApp under their terms, not through our website chat.

We conclude a data-processing agreement with these processors or rely on their standard DPA when we actually use the service.

When cloud control is active, the mobile app talks to the ArenaCue API to pass commands to the paired desktop software. With local LAN control the app talks directly to the match PC on the same network.

Transfers to the US use the EU-US Data Privacy Framework where the provider (such as Google, Meta, Anthropic, Stripe) is certified, and otherwise standard contractual clauses (SCCs).

Your rights

Depending on applicable privacy law you may request access, rectification or deletion of your personal data, restriction of processing, objection or data portability. You may also lodge a complaint with the Belgian Data Protection Authority (dataprotectionauthority.be).

Consent you gave (cookies or a review) can always be withdrawn. Withdrawal is as easy as giving consent and does not affect the lawfulness of processing up to that point.

Security

We take appropriate technical and organisational measures to protect personal data, including secure connections (HTTPS), a strict split between public and admin routes where possible, and minimal exposure of sensitive keys on the client.

Changes

This notice may be updated when we add functionality or when the law requires it. The date of the last material update is below; a material change may trigger a new cookie prompt.

Last updated: 9 October 2026.

Contact

Questions about privacy or cookies? Email info@arenacue.be.